Organising a larger group event

If you are organising an event you will be investing a lot of time and effort, so you will want to ensure that it is a big success and raises as much money as possible.  Here are a few guidelines to help you.

Choose a location and a date

Planning your event may take some time, so choose your date and book your venue, if you need one, as soon as you can and check the capacity. You may be offered a discount if you let the venue know it is a charity event.

Ask for help

Ask friends and family to help out by giving them a specific task to do. Contact local businesses for raffle prizes or donations, in exchange for some free publicity for their company.

Set a target

Decide how much you want to raise and consider how you can hit your target. Tickets for events such as a quiz can be sold in an advance. A raffle at the event will bring in extra funds. Keep track of the money coming in or out so that you don’t spend more money than you make. If you are holding a work-based event, ask your employer if they will match some or all of the money raised.

Promote your event

Spread the word. Talk to people; write a short piece in a local newsletter; use social networks, such as Facebook and Twitter, update regularly and ask all your contacts to share; use posters and leaflets to advertise your event in local shops, public noticeboards & mail-drop making sure that on any posters, leaflets or online publicity, state clearly that you are raising money for Second Hope which is a registered charity (promotional materials for Second Hope will be available in due course). Use local newspapers and radio to advertise yourevent and promote the charity. Email all your contacts.

Make your event safe and legal

Fundraising, just like any other public activity these days, is subject to laws and legislation which you must be aware of and adhere to. Don’t be disheartened at the number of regulations listed below, as for many small events, most will not apply. If you choose to join in an organised event, for example a fun run, all the legal aspects should already be covered by the organisers. 

Links are included for each section to guide you through any specific issues relating to your event. The two links provided below are official sites to assist fundraisers.

Collecting cash

To collect money on private property, you need the permission of the owner or business. To collect in a public place such as the street, you need a permit from your local authority. You may require public liability insurance for collections made in public places such as supermarkets or railway stations. Count cash raised with at least one other person and make arrangements for banking any money securely.

Alcohol and public entertainment licence

If you are selling alcohol at your event, having live or recorded music, dancing, a film, a play or entertainment of a similar nature, you may need a licence. Speak to your local authority for advice. 

https://www.gov.uk/guidance/alcohol-at-charity-meetings-and-events

Raffles, lotteries and prize draws

If your raffle is part of the event rather than the main attraction, you won’t have to register with your local authority. Tickets must be sold on the night during the event and the draw made on the night.

As the raffle organiser you are not allowed to win any prizes from the draw. Lottery laws cover any events which are down to luck, even a balloon race.

http://www.gamblingcommission.gov.uk/Gambling-sectors/Lotteries/Getting-a-licence/Do-I-need-a-licence/Circumstances-in-which-you-do-not-need.aspx

Food hygiene

If you are selling food on a one-off basis you do not usually need to register with your local authority. You should ensure that any food for sale is safely prepared, handled, stored and cooked.

https://www.food.gov.uk/business-industry/caterers/food-hygiene/charity-community-groups

Children at the event

Do not take photos of under 16s without their parents’consent. Under 16s cannot sell (or buy) raffle tickets. Check with your local authority if under 16s wish to help with a street collection.

http://www.institute-of-fundraising.org.uk/code-of-fundraising-practice/sections/handling-donations/

Do you need insurance? 

You are responsible for making sure that your fundraising event does not pose a risk to others. Therefore for events such as a sponsored walk or sporting event, public liability insurance may be necessary. Check that any buildings or equipment that you hire are covered. Insurance may be included in the hire fee but always check.

https://www.gov.uk/guidance/how-to-insure-your-charity

Do you need a Health and safety risk assessment?

Most events, especially if held outdoors, will require a risk assessment to identify, reduce and control the risk to people attending a fundraising event.

http://www.macmillan.org.uk/get-involved/fundraising-events/keep-it-safe-and-legal/index.html

Second Hope cannot accept liability for any loss, damage or injury suffered by yourself or anyone else as a result of taking part in a fundraising event organised in aid of Second Hope.

Data protection

Any electronic or paper records you keep about people involved in a fundraising event must comply with the Data Protection Act. Don’t keep any information about other people any longer than you have to and do not share information or data about anyone without their permission.

http://www.thirdsector.co.uk/information-commissioners-office-offers-charities-data-protection-tips/governance/article/1144774

First aid cover

This may be necessary for sporting or larger events. Contact St John’s Ambulance or Red Cross for advice. Be aware they may charge.

Send in your money

And finally, enjoy your event, be proud that you are helping others and making a difference.

Your donation could buy

For General Enquiries

info@secondhope.org.uk